Virtual Office Manager & Dispatcher (Full-Time – California Hours)

Virtual Office Manager & Dispatcher (Full-Time – California Hours)

Hours: 8:00 AM – 5:00 PM Pacific Time, Monday – Friday
Location: Remote (Philippines)
Company: West County Refrigeration – Sonoma County, California, USA

About Us

West County Refrigeration is a family-run commercial refrigeration company serving Northern California. We take pride in our reliability, honesty, and teamwork. We’re growing fast and looking for a proactive Virtual Office Manager / Dispatcher to help streamline operations, support our technicians, and lighten the owner’s management workload.

Your Role

You’ll act as the right hand to the owner — coordinating daily operations, managing customer communications, ensuring billing accuracy, and helping organize the team. This role requires strong English communication skills, attention to detail, and the ability to stay calm and organized when multiple jobs are happening at once.

Key Responsibilities
• Answer phone calls during California business hours and communicate professionally with customers
• Dispatch and schedule technicians for service calls (using our scheduling app)
• Match invoices and job records to employee work logs in our app
• Send out customer invoices, follow up on outstanding balances, and confirm payments
• Maintain accurate records in QuickBooks (or similar system)
• Assist with light bookkeeping and data entry
• Support management tasks such as delegation, tracking jobs, and reporting to the owner
• Identify and suggest ways to make operations smoother and more efficient

Requirements
• Excellent written and spoken English communication skills
• Reliable internet connection and quiet workspace
• Experience in administration, dispatching, or bookkeeping
• Ability to multi-task, prioritize, and think ahead
• Comfortable learning new apps (we use service dispatching and accounting tools)
• Strong sense of accountability and integrity

Preferred (but not required)
• Experience in service-based businesses (HVAC, plumbing, electrical, etc.)
• Knowledge of QuickBooks or similar accounting software
• Previous work in U.S. time zones

Compensation
• Competitive hourly rate (based on experience)

• Opportunity for growth and more responsibility over time

How to Apply

Please send:
1. A short intro video or audio introducing yourself
2. Your resume
3. A brief note on your experience with dispatching, invoicing, or management
4. Your expected hourly rate.